1-26-32RFP Disaster and Debris Monitoring Services.pdf

RFP No. 26-32RFP

CITY OF McKINNEY

REQUEST FOR PROPOSAL (RFP)

FOR

DISASTER AND DEBRIS MONITORING

SERVICES

City of McKinney exclusively uses Bonfire for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addendums which could ultimately render your proposal non-compliant. The City of McKinney accepts no responsibility for the receipt and/or notification of solicitations through any other means.

https://mckinneytexas.bonfirehub.com/

TABLE OF CONTENTS

LEGAL NOTICE

NOTICE TO RESPONDENTS

MINIMUM REQUIREMENTS

GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

PROPOSAL FORM SIGNATURE PAGE

LEGAL NOTICE

City of McKinney, Texas

Advertisement for Proposals

The City of McKinney is accepting submittals for Disaster and Debris Monitoring Services.

Specifications for this project may be obtained on our electronic procurement portal, Bonfire, at https://mckinneytexas.bonfirehub.com/.

The opening of submittals will be broadcast via video conference meeting hosted inside City Hall at the address below. Each respondent’s name will be read aloud shortly after the specified time for delivery. Respondents are strongly encouraged to attend virtually versus in-person by following the meeting details outlined in the bid specifications.

Submittal Deliveries: It is the Respondent’s obligation to timely submit their response to this Advertisement for Proposals. The City encourages all submittals be submitted electronically on the City’s electronic procurement portal. However, the City will also accept paper submittals, if received on or before by the due date and time listed below.

The City of McKinney cannot guarantee, that the electronic procurement portal will be fully operational and capable of always receiving and processing submittals prior to the closing date and time. Similarly, the City of McKinney cannot guarantee due to internal mail delivery procedures, that any submittal sent priority mail will be picked up from the post office by city mail employees and delivered to Procurement Services by the closing date and time. It is recommended that submittal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address. Respondent shall bear full responsibility for ensuring the submittal is delivered to the specified location by the due date and time. Late submittals will be rejected as non-responsive.

All hard copy submittals must be clearly addressed to Procurement Services and include the submittal name and number on the outside of the envelope/package.

PROPOSAL NAME: Disaster and Debris Monitoring Services

PROPOSAL NO.: 26-32RFP

DUE DATE/TIME: 2:00 p.m. (CT), Thursday, March 12

MAIL OR DELIVER TO: City of McKinney Procurement Services 401 E. Virginia Street McKinney, Texas 75069

The City reserves the right to reject any and all submittals and to waive any informality in submittals received, deemed to be in the best interest of the City. No officer or employee of the City of McKinney shall have a financial interest, direct or indirect, in any contract with the City of McKinney.

In accordance with the Americans with Disabilities Act, it is the policy of the City of McKinney to offer its public programs, services and meetings in a manner that is readily accessible to everyone, including individuals with disabilities. If you are a person with a disability and require information or materials in an appropriate alternative format; or if you require any other accommodation, please contact the ADA Coordinator at least 48 hours in advance of the event. contact-adacompliance@mckinneytexas.org.

https://mckinneytexas.bonfirehub.com/ mailto:contact-adacompliance@mckinneytexas.org

TO APPEAR IN THE MCKINNEY COURIER GAZETTE IN THE FOLLOWING EDITIONS:

First Publication: Friday, February 13, 2026 Second Publication: Friday, February 20, 2026

NOTICE TO RESPONDENTS

I. Request for Proposal Notice:

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED

IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

II. Proposal Format:

Proposals must comply with the submittal requirements set out in the Minimum Requirements Section of this RFP.

III. Submittal Deadline:

The City will accept proposals to this RFP until the date and time listed in Section X of the Notice to Respondents, after which time all responses timely received will be publicly opened and the names of the Respondents read aloud. Proposals received after the submittal deadline will not be considered.

IV. Place for Submission:

Proposals are encouraged to be submitted electronically on the City’s electronic procurement portal, Bonfire. First time users should consider submitting their proposal early to ensure receipt. Hard copy submissions will be accepted at the City of McKinney, Procurement Services by mail or hand delivery and shall be marked as follows:

Procurement Services Manager

401 E. Virginia Street McKinney, TX 75069

It is the responsibility of each Respondent to ensure responses are submitted in a timely manner. The City is not responsible for delays in mail delivery or failure of the couriers to deliver responses prior to the expiration of the submission deadline. The City shall not be obligated to reimburse any expenses incurred by any Respondents in preparing their response.

The City cannot guarantee, due to internal mail delivery procedures that any proposal sent priority mail will be picked up from the post office by City employees and delivered to Procurement Services by the required closing date and time. It is recommended that proposal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address. Respondent shall bear full responsibility for ensuring proposal is delivered to the specified location by due date and time.

V. Inquiries and Interpretations:

All questions regarding the meaning or intent of these documents shall be submitted via the “Public Q&A” tab related to the project, on the City’s electronic procurement portal prior to the date and time listed in Section X of the Notice to Respondents. The City of McKinney, as it determines necessary for interpretation or clarification, will respond to such questions through written addenda. Formal written addenda will be published and made available through the City’s electronic procurement portal. No other interpretations or clarifications shall have legal effect.

VI. Public Information:

The City considers all information, documentation, and other materials requested to be submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and therefore shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after a contract is awarded.

Respondents are hereby notified that the City strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of public information.

VII. Respondent’s Acceptance of Evaluation Methodology:

WAIVER OF CLAIMS: Each Respondent by submission of a response to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Respondents. Submission of a qualifications statement indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Request. In this regard, Respondent acknowledges that the selection process and evaluations of responses submitted constitute public information under Texas law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

VIII. Respondent’s Commitment:

Respondent understands and agrees that the City has the ability to terminate its selection process at any time, and to reject any and all responses, or any and all submittals, and that the City has made no representation, written or oral, that it will award a contract for these project(s). Furthermore, Respondent recognizes and understands that any cost incurred by the Respondent which arises from Respondent’s submittal of a response to this RFP, or any subsequent submittal to the City’s future RFP, if applicable, shall be the sole responsibility of Respondent.

IX. Respondent’s Eligibility:

Any firms obligated by law to register with the Texas Secretary of State must include their filing number with their proposal. Responses from entities that are required to register and maintain an active right to transact business in Texas but fail to provide a filing number or lack an active right to transact business may be deemed non-responsive and subsequently rejected.

X. Key Events Schedule:

The tentative timeline established by the City for its selection process is:

Issue RFP: February 13, 2026 Interpretation Deadline: February 26, 2026, 2:00 PM CST RFP Deadline: March 12, 2026, 2:00 PM CST

This timeline is subject to change by the City.

XI. Insurance Requirements

The successful Respondent will be required to obtain the following insurance:

1. Before commencing work, the vendor shall, at its own expense, procure, pay for and maintain the following insurance written by companies approved by the state of Texas and acceptable to the City of McKinney. The vendor shall furnish to the City of McKinney Procurement Services Manager certificates of insurance executed by the insurer or its authorized agent stating coverages, limits, expiration dates and compliance with all applicable required provisions. Certificates shall reference the project/contract number and be addressed as follows:

26-32RFP DISASTER AND DEBRIS MONITORING SERVICES

City of McKinney c/o Procurement Services P O Box 517 McKinney, TX 75070 Or Email to procurement@mckinneytexas.org

a. Commercial General Liability insurance, including, but not limited to

Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum limits of $1,000,000 per-occurrence and $2,000,000 general aggregate.

Coverage must be written on an occurrence form. The General Aggregate shall apply on a per project basis.

b. Workers’ Compensation insurance with Texas statutory limits; and Employer’s Liability coverage with minimum limits for bodily injury: a) by accident, $500,000 each accident, b) by disease, $500,000 per employee with a per policy aggregate of $500,000.

c. Business Automobile Liability insurance covering owned, hired and non-owned vehicles, with a minimum combined single limit of $1,000,000.

2. With reference to the foregoing required insurance, the vendor agrees to the following:

a. A waiver of subrogation in favor of City of McKinney, its officials, employees, and officers shall be contained in the Workers’ Compensation insurance policy.

b. The City of McKinney, its officials, employees and officers shall be covered as additional insureds on the Commercial General Liability and Business Automobile Liability policies.

mailto:procurement@mckinneytexas.org

c. Policies of insurance shall not be cancelled, non-renewed, terminated, or materially changed unless and until thirty (30) days notice has been given to City of McKinney.

3. Insurance limits can be met with a combination of primary and excess/umbrella coverage.

4. All insurance shall be purchased from insurance companies that meet a financial rating of A-VI or better as assigned by A.M. Best Company or equivalent.

5. The vendor shall require any contractors, sub-contractors, and other persons doing business with or for the vendor related to the work to maintain at least the insurance as required, or their liability shall be covered by the vendor.

MINIMUM REQUIREMENTS

I. SCOPE OF WORK

The intent of this RFP is to provide Offerors, hereafter within the “Minimum Requirements” section of this RFP to be referred to as “Consultant”, with sufficient information to prepare a proposal for Disaster and Debris Monitoring Services for the City of McKinney.

The City of McKinney is located in North Texas within the Dallas-Fort Worth metropolitan area with a 2025 population estimate of 224,043 and a land area of about 68 miles. The City is vulnerable to natural and manmade disasters, including winter storms, tornadoes, straight-line winds, floods, oil spills, and hazardous material releases. As such, the City is seeking to enter into a disaster debris monitoring agreement for future disasters.

Disasters often produce large volumes of debris, which can create hazardous conditions.

Debris can block routine, essential emergency traffic, both vehicular and pedestrian, as well as create an unsafe living environment for a community with substantially damaged structures. While debris removal is essential to securing the community, an equally essential step is monitoring the debris removal. Monitoring ensures the entire debris removal, hauling, recycling and/or disposal process is done properly and expeditiously and is eligible for state and federal funding reimbursement.

A. GENERAL REQUIREMENTS

As a full-service community providing for the economic sustainability of business and residential life, the City of McKinney understands that efficient and effective disposal of debris is paramount following a disaster event. As such, the successful Consultant shall meet these requirements:

1. Be responsible for monitoring and managing the debris removal efforts of the City's

Debris Management Contractor (DMC) in the field to ensure that the entire debris removal, hauling, recycling and/or disposal process is done properly and expeditiously. Monitoring and managing debris removal shall include the cleanup, removal, separation, reduction, and disposal of debris, including data reporting, proper documentation, and closure services and activities. Field locations include rights-of-way, public lands, easements, temporary debris management sites, residential debris drop-off sites, and in certain cases, private property.

2. Ensure the City adheres to all requirements established by the Federal

Emergency Management Administration (FEMA), the Federal Highway Administration (FHWA), Texas Division of Emergency Management (TDEM), Texas Commission on Environmental Quality (TCEQ), Texas Historical Commission, and any other governmental agency with jurisdiction over response and recovery actions in accordance with that agency’s policies and guidelines,

3. Demonstrate knowledge and experience in the provision of services for reimbursement through FEMA, FHWA and TDEM so that the City is eligible for reimbursement under these federal and state agencies, and any other applicable guidelines.

4. Monitor the DMC’s progress and suggest and assist with implementing recommendations to improve efficiency.

5. Perform these services, and any other agreed to services, in a timely manner, recognizing that the City of McKinney desires to have all monitoring efforts described herein completed within 30 days following completion of debris hauling and removal.

Additional services may be requested by the City to include emergency management preparedness and planning services, as well as disaster response services, such as damage assessments and assistance with reimbursement or financial recovery.

B. PROJECT MANAGEMENT AND PROCESS OVERSIGHT

A list of definitions that pertain to the scope of work can be found in Section II. Technical Specifications for Scope of Work.

Project management and process oversight activities shall include, but not be limited to, the following:

• The Consultant shall appoint a Project Manager, fluent in English, who will be the

City’s primary point-of-contact and will be responsible for all services and personnel provided by the Consultant.

• The Project Manager and other key personnel shall report to the City’s Emergency

Operations Center (EOC) no more than twenty-four (24) hours upon notification by the City. Commencement of work shall begin within twenty-four (24) hours of issuance of Notice to Proceed (NTP). The City may issue the NTP twenty-four (24) to forty-eight (48) hours prior to a debris-generating event depending upon the magnitude of the event in order to allow sufficient time to prepare for commencement of operations.

• The Project Manager shall assist the City in developing a Debris Management

Action Plan for the specific occurrence. The Consultant may also be requested to assist in other debris recovery planning efforts, such as identifying adequate TDMSs, estimating debris quantities, and developing disaster plans for debris clearance following a disaster event.

• The Project Manager shall attend all meetings and briefings designated by the

City. Daily meetings will be conducted by the City with the Consultant, DMC and other essential personnel in order to confirm daily debris recovery activities and schedules, address and resolve problems, and discuss progress of the debris recovery effort.

• The Consultant shall provide trained personnel to observe, direct and document the activities of the DMC. The Consultant shall be responsible for scheduling work for all their personnel daily. The Consultant shall assist the City in coordinating work assignments for the DMC.

• The Consultant shall monitor the DMC’s progress and record the progress daily, including mapping all streets and locations where debris was collected.

Electronic monitoring is required.

• The expectation is that the Consultant shall be operational at the completion of the first push (first 70 hours). DMC and City employees will report to the Field Operations Center or other location as designated by City staff to obtain work orders and field monitors from the Consultant before work is commenced. Consultant shall also prepare project worksheets, right-of-entry forms, and any other required forms for the work group.

• The Consultant shall track and coordinate with City personnel to respond to problems in the field and to citizens’ complaints, including commercial or residential property damage claims as a result of debris removal.

• The Consultant shall attend one (1) meeting annually, at no expense to the City, for pre-event planning.

• The Consultant shall prepare FEMA worksheets and review such worksheets with

City staff.

• The Consultant shall prepare and present a written plan of operations, including a clear description of the percentage of work the Consultant may subcontract and a list of subcontractors with the RFP submittal.

• The Consultant shall annually review and visit, with City staff, the TDMSs to be used during the coming year.

• The Consultant shall provide phone consultations and reference information to

City staff upon request.

• The City reserves the right to conduct random monitoring at loading and disposal sites to ensure compliance with contract and federal and state requirements.

C. DOCUMENTATION AND REIMBURSEMENT

• The Consultant is required to provide and use an electronic load ticket system. The Consultant shall have sufficient equipment (scanners, computers, etc.) to begin electronic ticket operations within twenty-four (24) hours of debris hauling operations. The Consultant shall ensure that load tickets meet the requirements of FEMA and other Federal or State reimbursement agencies.

• Consultant shall retain original completed tickets on behalf of the City, which shall be turned over to the City daily. Copies of completed load tickets shall also be retained by the Consultant, vehicle driver, subcontractor, and DMC. Additionally, load tickets shall be scanned into a master electronic file with a summary spreadsheet identifying each truck and ticket.

• The Consultant shall document all recovery work to ensure that proper records are maintained for load tickets and recovery costs for reimbursement purposes. During the first seventy (70) hours following a presidentially declared disaster, this may require documenting the times that DMC manpower and equipment are actively used in order to document time-and-material reimbursements. This shall also include any photographs or other means of confirming debris load information for reimbursement purposes.

• The Consultant shall assist the City in preparing reports necessary for reimbursement by FEMA, FHWA and any other applicable Federal, State, or local agencies.

• The Consultant shall provide daily reports throughout the disaster event, including updates for the daily briefing meetings; reports on the review and validation of the DMC; cubic yard/tonnage reports that provide the number of trucks and volume/tonnage of debris received at each TDMS as well as a total for all TDMSs;

and a final report following completion of debris recovery operations.

• The Consultant shall retain all documentation for at least six (6) years following a disaster or emergency event.

D. FIELD COLLECTION MONITORING

In order to obtain FEMA reimbursement for eligible debris, all loads must be monitored in the field by collection monitors. Specific activities shall include, but not be limited to, the following:

• The Consultant shall provide personnel to serve as Field Monitors and Field

Supervisors. The primary function of the Field Monitors is to verify that debris picked up by the DMC recovery crews is eligible debris and to issue debris load tickets for such eligible debris. Field Supervisors shall oversee and coordinate the work of the Field Monitors.

• The Consultant shall train all Field Monitors and Field Supervisors to ensure that proper FEMA documentation protocol requirements are instituted and followed. The Consultant shall equip all Field Monitors with vehicle transportation and with state-of-the-art technology, which shall include cameras, computers, communication devices, GPS devices, and other equipment deemed necessary and/or appropriate.

• The Consultant will have Field Monitors stationed at designated Choke Points.

Consultant will also have roving monitors that will observe DMC operations to ensure that only eligible debris is removed from the areas designated by the City and to verify the proper loading and compaction of debris into debris recovery equipment. Photographs of debris shall be taken as directed by the City to verify the source and type of debris for reimbursement purposes. Trucks that are observed picking up material outside of the designated rights-of-way or that are ineligible will have all loads hauled that day deducted and the load tickets will be invalidated.

• If a Field Monitor finds that the DMC’s work is not performed as specified by the

City, the Field Monitor must immediately initiate a stop work order and notify the

Field Supervisor or Project Manager. All stop work orders must be documented and reported to the City’s Contract Manager.

• Field Monitors shall survey their assigned areas for special needs and record detailed information, including GPS and photo documentation, specific location, specific threat, and any special circumstances regarding the following: Hazardous Stumps, leaning trees (leaners), as well as a random sample of hanging limbs (hangers). For Hazardous Stumps, Field Monitors shall also record the stump’s diameter measured two feet up the trunk from the ground and the quantity of material to fill the hole. Field Monitors shall also document, in detail, removal of the Hazardous Stumps, leaners or hangers.

• Field Monitors shall enforce the DMC’s Clean-As-You-Go Policy.

E. TDMS AND DROP-OFF SITE MONITORS

The Consultant shall provide Drop-off Site Monitors for each TDMS. Consultant shall be prepared for the City and the City’s DMC to begin hauling debris to the TDMSs within twelve (12) hours after commencement of clean-up operations.

TDMS Monitor responsibilities shall include, but not be limited to, the following:

• Ensure all loads of debris brought to the site by the DMC and all loads of debris exiting the site are documented with properly completed load tickets. By signing the load ticket, the Site Monitor is certifying that all information on the document is complete and accurate, including load volumes.

• Photograph loads of debris, as directed by the City, and record load information on the photograph.

• Collect all load tickets and provide copies of them to the DMC’s designated personnel.

• Obtain and verify the DMC’s fleet documentation. The Consultant will obtain from the DMC such documentation, including: the make; model; license plate number;

DMC equipment number; measured maximum volume, in cubic yards, of the load bed of each piece of equipment to be utilized to transport debris; and any other information necessary to comply with FEMA requirements. The measured volume shall be calculated from actual physical measurement performed by DMC, and the reported volume shall be the same as shown on the signs affixed to each piece of equipment.

• Certify all debris vehicles at the TDMSs beginning twenty-four (24) to forty-eight

(48) hours after notice to proceed. Consultant shall update the fleet documents as the DMC adds or deletes vehicles from the collection fleet or when measurement calculations are modified through the random verification process. Consultant shall also periodically and randomly perform volume capacity verifications of recovery vehicles.

• Verify that all DMC equipment was completely emptied prior to leaving the

TDMS.

• Observe all vehicles entering and exiting the TDMS to ensure that all vehicles are in good repair and safe with secure sideboards and tailgates.

• Provide or arrange for field operation trailers and generators at all TDMSs for use by its staff.

• Provide Drop-off Site Monitors for each Residential Drop-Off Site.

Drop-Off Site Monitor responsibilities shall include, but not be limited to, the following:

• Ensure that only City residents are using the site. If an individual is not a resident, it shall be the Site Monitor’s responsibility to inform the individual of such and provide them with options as to how they can manage their debris as directed by the City.

• Record the address of the eligible site users and the type and quantity of debris they brought to the site.

• Record and provide a copy of the completed load tickets to the DMC to remove the debris from the public Drop-Off Site.

• Photograph debris, as directed by the City, to verify the source and type of debris.

• Assist with communicating to residents proper handling and disposal practices and with distributing informational flyers, at the City’s request.

Consultant responsibilities at all TDMSs and Drop-Off Sites shall include, but not be limited to, the following:

• Verify that all sites have access control and security.

• Monitor the type of debris entering the sites, classify debris by FEMA protocols, and ensure each type of waste is placed in the proper location.

• Assist with coordinating the logistics of the site to ensure efficient traffic flow.

• Conduct periodic safety inspections to ensure the DMC is complying with safety regulations, such as utilizing spotters, properly controlling traffic, and wearing proper safety equipment.

• Be responsible for end-of-day activities such as ensuring all operations have ceased for the day and all sites are closed and secured.

• Report safety or other hazards to the City.

F. OTHER RELATED SERVICES

Upon request by the City’s Contract Manager, Consultant shall provide high-resolution Aerial Photographs of debris sites. Photographs shall be extremely sharp and clear, containing reference boundaries for location identification. The Consultant may have to take several photographs to produce one acceptable quality photograph. If the photographs delivered are not of sufficient quality, as determined by the City’ Contract Manager, the City will not be obligated to pay for the flight and photographs. If Consultant and City agree, photos may be retaken at Consultant’s expense.

Photographs shall be delivered to the City within five (5) business days of order, weather permitting.

Consultant shall provide other related services as requested by the City. Such services may include, but would not be limited to, the following:

• Perform damage assessments to determine areas impacted, quantities of debris and types of debris.

• Assist the City in obtaining any necessary permits, licenses, and certificates as may be required to perform debris management work and in clarifying and resolving any compliance issues.

• Training debris monitors on debris removal operations, monitoring responsibilities and documentation processes, and FEMA debris eligibility criteria.

• Provide training to City staff as directed by the Contract Manager.

G. CONSULTANT PERSONNEL

Consultant personnel requirements shall include the following:

• Consultant shall secure, at its expense, all necessary personnel required to perform the services under this RFP. Such personnel shall not be employees of or have any contractual relationship with the City or the City’s DMC.

• Consultant shall have professional staff with knowledge, skills, and training to monitor the disaster recovery process efficiently and effectively. Extensive knowledge of FEMA, FHWA, NRCS, TDEM and other applicable federal, state or local agency laws, regulations and policies is required.

• Consultant and Project Manager shall have experience in the FHWA, FEMA, and other applicable federal, state, and/or local programs to assist the City in its disaster response and recovery efforts. Proper documentation by the Consultant, as required by FHWA and FEMA, is required for all debris removal monitoring operations to ensure reimbursement to the City from the appropriate agency. If necessary, Consultant’s personnel shall possess any certifications or licenses that are required by federal, state or local law in order to perform such services.

• At the annual meeting with the City, Consultant shall submit an operations report that identifies key personnel and positions/classifications dedicated to this contract. Consultant shall update the operations report with any changes, such as additions or deletions of staff. Any changes in key personnel, including but not limited to the Project Manager and Field Supervisors, must be approved by the City.

The City retains the right to request personnel replacements.

• Consultant’s staffing plan shall include the positions listed below. Consultant may use other positions as necessary and as approved by the City. All such positions and applicable hourly rates, inclusive of any associated costs to provide services, shall be listed in the Price Proposal Form provided herein.

o Project Manager – Primary point-of-contact to the City and overall responsible for all Consultant services and personnel.

o Field Supervisor – Responsible for a crew of Field Monitors.

o Field Monitor – Responsible for overseeing the DMC’s debris recovery activities and issuing load tickets.

o TDMS Monitor – Responsible for recording the volume of debris brought to a TDMS by the DMC.

o Drop-Off Site Monitor – Responsible for determining the eligibility of users at the public debris Drop-Off Sites and issuing load tickets to the DMC.

o Debris Site Security – Unarmed and non-sworn security at TDMSs and

Drop-Off Sites when sites are not open.

o GIS Specialist – Responsible for coordinating GIS application with City

GIS staff members.

o Data Entry – Responsible for tracking, verifying, and entering load tickets into a database application and digitizing source documentation.

• Consultant’s TDMS personnel must wear OSHA-required safety equipment whenever on a TDMS and must adhere to all DMC site safety requirements.

Field personnel shall be identifiable with safety vests and vehicle placards.

II. DEFINITIONS FOR SCOPE OF SERVICES

The following definitions are provided for clarification purposes for the Scope of Work.

Aerial Photographs means 8 1/2” x 11” color enlargements of multiple view (usually

3) aerial photographs of debris sites, located within Collin County, for the purpose of documentation and measuring and calculating cubic yards. Printed on each photograph shall be the company name, date, time, and location name.

Burning means reduction of woody debris by controlled burning. Woody debris can be reduced in volume by approximately 95% through burning. Air curtain burners are recommended because they can be operated in a manner to comply with clean-air standards.

Choke Point means an inspection site where all trucks must pass.

Chipping or Mulching means reducing wood-related material by mechanical means into small pieces to be used as mulch or fuel. Woody debris can be reduced in volume by approximately 75%, based on data obtained during reduction operations. The terms “chipping” and “mulching” are often used interchangeably.

City means the City of McKinney, for whom work is to be conducted pursuant to this RFP and resulting contract.

Clean-As-You-Go Policy means clearing all debris from each street or work zone on the first pass, whenever possible.

Construction and Demolition Debris (C&D Debris) means damaged components of buildings and structures such as lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, plastic pipe, concrete, fully cured asphalt, heating, ventilation and air conditioning (HVAC) systems and their components, light fixtures, small consumer appliances, equipment, furnishings and fixtures that are a result of a disaster event.

Contract Manager means the City’s representative duly authorized by the City Council, City Manager, or Public Works Director to provide direction to the Consultant regarding services provided pursuant to this RFP and contract.

Consultant means the successful Offeror, whether a corporation, partnership, individual or any combination thereof, and its successors, personal representatives, executors, administrators and assignees.

Debris means scattered items and materials that were broken, destroyed, or displaced by a natural disaster. Examples include, but are not limited to, trees, construction and demolition material, and personal property.

Debris Management Contractor (DMC) means the firm under contract with the City to provide Disaster Debris Removal and Disposal services and its subcontractors.

Debris Removal means picking up debris and taking it to a temporary storage site or permanent landfill.

Drop-Off Site means a site established for residents of McKinney to drop off debris.

Electronic Waste (E-Waste) means loosely discarded, damaged, obsolete, or broken electrical or electronic devices, including, but not limited to, computers, computer monitors, televisions, and microwaves.

Eligible Debris as determined by FEMA 325 Debris Management Guide means debris resulting from a presidentially declared disaster whose removal, as determined by the City Manager or his designee, is in the public interest because it is necessary to: (1) Eliminate immediate threats to life, public health and safety; (2) Eliminate immediate threats of significant damage to improved public or private property; or (3) Ensure economic recovery of the affected community to the benefit of the community-at-large.

Federal Aid Eligible Roads means roads that are paved, gravel or dirt and are eligible for repair or replacement. Roads not eligible for public assistance are private roads, homeowner association roads, and roads that fall under the authority of the Federal Highway Administration.

FEMA means the Federal Emergency Management Administration.

FHWA means the Federal Highway Administration.

Final Debris Disposal means placing mixed debris and/or residue from volume reduction operations into an approved landfill.

Force Account Labor In this context means state or local government employees engaged in debris removal activities within their own jurisdiction.

Global Positioning System (GPS) means a global navigation satellite system that provides location and time information in all weather conditions, anywhere on or near the Earth where there is an unobstructed line of sight to four or more GPS satellites.

Hazardous Waste means materials and products from institutional, commercial, recreational, industrial, and agricultural sources that contain certain chemicals with one or more of the following characteristics, as defined by the Resource Conservation and Recovery Act (RCRA) in 40 CFR § 261: 1) toxic; 2) flammable; 3) corrosive; and/or 4) reactive.

Household Hazardous Waste means used or leftover contents of consumer products that contain chemicals with one or more of the following characteristics, as defined by the U.S. Environmental Protection Agency: 1) toxic; 2) flammable; 3) corrosive; and/or 4) reactive. Examples of Household Hazardous Waste include small quantities of normal household cleaning and maintenance products, latex and oil-based paint, cleaning solvents, gasoline, oils, swimming pool chemicals, pesticides, and propane gas cylinders in accordance with the Resource Conservation and Recovery Act (RCRA), 40 CFR §261.

Hazardous Stump means an uprooted tree or stump (i.e., 50% or more of the root ball is exposed) on a public right-of-way, improved public property or improved property owned by certain private nonprofit organizations, and the exposed root ball poses an immediate threat to life, public health and safety.

Hot Spots means illegal dumpsites that may pose health and safety threats.

Illegal Dumping means dumping garbage, rubbish, debris, fill, or other material in unauthorized areas.

Industrial Waste means industrial waste can be any liquid, gaseous, solid, or other waste substance, or a combination thereof, resulting from any process of industry, manufacturing, trade, or business or from the development of any natural resources.

Mixed Debris means a mixture of various types of debris, including but not limited to C&D Debris, White Goods, E-Waste, Household Hazardous Waste, metals, abandoned vehicles, tires, etc.

Monitoring means actions taken to ensure that a contractor complies with the contract scope of work and does so within FEMA debris eligibility guidelines.

Mutual Aid Agreement means a written understanding between communities, states, or other government entities delineating the process of providing assistance during a disaster or emergency.

National Response and Recovery Frameworks are plans that describe the mechanisms and structures by which the Federal government mobilizes resources and conducts activities to address the consequences of any major disaster or emergency that overwhelms the capabilities of state and local governments.

Notice to Proceed means the written notice given by the City Manager, or his/her designee, to Consultant of the date and time for work to start.

NRCS means Natural Resources Conservation Service.

Offeror means any person, partnership or corporation submitting a proposal pursuant to this RFP.

OSHA means the U.S. Department of Labor’s Occupational Safety and Health Administration.

Project Manager means the individual appointed annually by Consultant to be the City’s primary point-of-contact and who is responsible for all services and personnel that are provided by Consultant pursuant to this RFP and contract.

Recycling means the recovery and reuse of metals, soils, and construction materials that may have a residual monetary value. The City encourages the voluntary participation of all its residents to reduce the waste stream through recycling all items that are recyclable. Special containers may be provided at numerous manned recycling and solid waste centers for the storage and collection of:

• Newspapers

• Green glass

• Brown glass

• Clear glass

• Aluminum and bi-metal beverage cans

• PET plastic milk jugs

• HDPE plastic drink bottles

• Used motor oil

• Lead-acid batteries

• Scrap metals and appliances, including refrigerators, stoves, water heaters, etc.

• Composts including leaves, limbs, brush, and yard wastes

Rights-of-Way are the portions of land over which facilities, such as highways, railroads, or power lines are built. Includes land on both sides of the highway up to the private property line.

Scale/Weigh Station means a scale used to weigh trucks as they enter and leave a landfill. The difference in weight determines the tonnage dumped and a tipping fee may be charged accordingly. Also, it may be used to determine the quantity of debris picked up and hauled.

Sweeps means the number of times a contractor passes through a community to collect all disaster-related debris from the rights-of-way. Usually, sweeps are limited to three passes through the community.

Texas Division of Emergency Management refers to the state agency in charge of coordinating emergency management in the State of Texas.

Temporary Debris Management Site (TDMS) means a location where debris is temporarily stored, reduced, segregated, and/or processed prior to final disposal.

Temporary Debris Storage and Reduction (TDSR) Site means a location where debris is temporarily stored until it is sorted, processed, and reduced in volume and/or taken to a permanent landfill.

Texas Commission on Environmental Quality (TCEQ) is the state agency responsible for providing technical guidance and regulatory oversight on debris management, including temporary debris management sites, debris reduction, and debris disposal. The TCEQ Dallas-Fort Worth Regional Office can be reached at (817) 588-5800.

Tipping Fee is a fee based on weight or volume of debris dumped that is charged by landfills or other waste management facilities to cover their operating and maintenance costs. The fee also may also include amounts to cover the cost of closing the current facility and/or opening a new facility.

United States Army Corps of Engineers (USACE) is a federal agency whose primary missions are the design and management of construction projects for the Army and Air Force, and overseeing various flood control and navigation projects. The USACE may be tasked by FEMA to direct various aspects of debris operations when direct federal assistance, issued through a mission assignment, is needed.

Vegetative Debris means clean, woody debris and other organic materials that can be chipped and mulched.

Volume Reduction Operations refers to any of several processes used to reduce the volume of debris brought to a temporary debris storage and reduction site. It includes chipping and mulching of woody debris, shredding and baling of metals, air curtain burning, etc.

White Goods means all household appliances, including but not limited to, refrigerators, freezers, stoves, washers, dryers and HVAC units.

III. EVALUATION CRITERIA AND FACTORS

Award of contract shall be made to the most responsible, responsive offeror whose proposal is determined to be the best value offer resulting from negotiation, taking into consideration the relative importance of price and other factors outlined in the Request for Proposals below.

The evaluation criteria will be grouped into point factors as follows:

25 POINTS - QUALIFICATIONS AND EXPERIENCE

• Firm background, history and overall experience

• Local knowledge and experience providing similar services in the State of Texas

• Firm’s expertise and experience in performing proposed work

• Firm’s experience in filing and receiving Federal and State reimbursements

• Staff experience and resumes (especially operational and administrative personnel assigned to the City)

25 POINTS - OPERATIONAL PLAN FOR CITY

• Response times and operational plans for monitoring debris recovery

• Procedures for documentation and verification functions

• Organizational structure of firm; chain of command; subcontractor’s plan

• Onsite emergency response and communications

• Quality control and customer service plans

15 POINTS - RESOURCES AND AVAILABILITY

• Current workload and future commitments

• Plan for managing multiple Texas-based debris management contracts

• (Note: Fewer points will be awarded if the Consultant has another contract in

Collin County or other nearby municipalities)

15 POINTS - PAST PERFORMANCE

• Reference checks

• Closed, active and pending FEMA disputes, audits or lawsuits

• Explanation of unrecovered FEMA reimbursements

20 POINTS - PRICE PROPOSAL

25 POINTS - INTERVIEW (if desired)

• Proposed project team presentation, interaction, communication skills and response to interview questions

IV. PROPOSAL REQUIREMENTS

The City encourages all responses to be submitted electronically on the City’s electronic procurement portal, Bonfire. However, the City will also accept paper proposals. All proposals, electronic and paper, must be received by the due date and time at the location specified in the Notice to Respondents. All paper proposals must be submitted with one

(1) original and one (1) electronic copy of all response documents on a USB in pdf format.

To be considered, the proposal must respond to all parts of the RFP. All information contained in the proposal is to be relied upon by the City in awarding the contract, and such information is warranted by the Consultant to be true. The City may require additional information relating to the qualifications of the Consultant, and the Consultant agrees to furnish such information upon request.

The proposal shall include, but not be limited to, information for the following items:

A. Documentation Of Eligibility

Consultant shall provide documentation that meets the following eligibility requirements:

• Five (5) years of experience in providing disaster debris monitoring services.

• Provided services as a primary disaster debris monitoring consultant similar to those required in this RFP to at least one (1) jurisdiction of at least 150,000 people.

B. Qualifications And Experience

Consultant shall provide a brief overview of the firm’s history and experience in debris monitoring. The following shall be included by the Consultant.

• Consultant’s background, including the number of years the firm has been involved with disaster debris monitoring; principals of the company; organization of the management team; and the firm’s history and experience working with the proposed joint venture or major subcontractor(s).

• List of the names, title or position, and project duties of those persons who will have a management or senior position working with the City if awarded this contract. For each individual, include a resume or summary of qualifications and experience that demonstrates the person’s knowledge and understanding of the types of services to be performed.

• Demonstration of the firm’s knowledge of federal, state and local laws and regulations governing this type of work and familiarity with FEMA, NRCS, FHWA, TDEM and other Federal, State and local regulatory agencies.

• Description of the Consultant’s experience and success in filing and receiving

Federal (FEMA, FHWA, etc.) and State reimbursements for disaster recovery work. This shall include the preparation of reports necessary for reimbursement by FEMA, FHWA and any other applicable Federal, State or local agencies, as well as the development of project worksheets.

C. Operational Plan for the City

Consultant shall describe its proposed plan for providing the services identified in this RFP. Consultant shall highlight proven strategies and demonstrate its willingness to design the best response plan to meet the City of McKinney’s needs in the event of a disaster. The Consultant’s approach should demonstrate their ability to manage tasks simultaneously and expeditiously and to resolve problems, as well as to handle multiple contractual obligations in the event of a regional or statewide disaster involving a number of public entity clients under contract for similar support. The following shall be included in the Consultant’s approach.

• Response times and operational plans for monitoring debris recovery, TDMSs, and public Drop-Off Sites to ensure FEMA guidelines are met and to provide adequate fraud protection for the City.

• Procedures for documentation and verification functions.

• An organizational chart noting supervisory and other key personnel, the team and project management structure, and the ratio of supervisors to field staff.

D. Resources and Availability

This section shall clearly define the availability of the Consultant’s managers and key personnel, as well as demonstrate the Consultant’s financial capability. The following shall be included by the Consultant as resources and availability.

• Estimate of the Consultant’s current workload and future commitments to other disaster monitoring contracts, both in man-hours per year and as a percentage of total workload for all key project personnel.

• List of all current contractual obligations within Texas for similar disaster monitoring services and Consultant’s management and supervisory personnel assigned to or proposed for each contract. The Consultant shall explain its plan for managing multiple contracts in the event of a regional or statewide disaster, and the company’s ability to respond to the City with the full force of manpower committed in its proposal.

• Consultant’s Balance Sheet and Statement of Profit and Loss for the preceding two (2) calendar or fiscal years, certified by either an appropriate Corporate Officer or an independent Certified Public Accountant.

E. Past Performance

The Consultant shall provide information that documents its ability to successfully and reliably perform the types of services required in this RFP. The following shall be included by the Consultant.

• Description, references and contact information for at least three (3) full-service Disaster Debris Monitoring contracts in which the Consultant, or principals assigned to the project, successfully performed work as the primary consultant.

Preferably, references should be United States government entities having populations of at least 150,000 residents.

• List of all government agencies in Texas for which it provided disaster debris monitoring services within the last five (5) years.